Operations Coordinator – Rare Diseases

Operations Coordinator – Rare Diseases

Requirements

• Highly collaborative team player with growth mindset, agility, a can-do attitude and strong work ethics
• Excellent communication skills and previous experience working with Sales and Marketing teams are considered highly preferable
• Experience in managing projects, multi-tasking and be proactive with team members to achieve outcomes
• Data-driven decision making: Ability to collect, analyze, and interpret data to make informed decisions and drive business outcomes
• Digital collaboration: Experience working effectively with colleagues in virtual or remote settings, utilizing digital collaboration tools, incl. MS Teams
• Digital fluency: Proficiency in leveraging digital tools, platforms, Artificial Intelligence (AI) and other technologies (incl. MS Office suite) to communicate with impact and perform tasks efficiently and effectively
• Learning and Innovation: Dedication to lead by example through intentional skill development, experimentation and fostering a culture of digital curiosity within the organization
• Trust & Security: Understanding of cybersecurity threats and best practices to protect sensitive information and systems

Responsibilities

• Expenses, travel, and calendar management for BU Head
• Supplies/equipment support, meals for meetings, off-site venue co-ordination and support
• Other ad hoc administrative support as required
• Super user of Ariba
• Administrator for Rare team, opens SOW, check MSAs in system, beings MSA process if it does not exist, creates POs and communicates to vendor, process invoice/cheque requests, answer vendors questions if there are questions to billing and payment
• Financial support for regional medical congresses as required (e.g. documentation of sponsorship agreements, PO/invoices, direct payments etc.)
• Onboards new Vendors onto Ariba and Takeda systems
• Troubleshoots with Global Finance any discrepancies
• Monitors and submits manual accruals (e.g. sponsorium for conferences)
• Support BU Head & Commercial Leads on tracking of department specific budgets, invoices, accruals, and reconciliation
• Support Sale Director on tracking field force budget, and other support as required
• Assist BU Head, Commercial Leads and Sales Director on MRP/MYC/Feb LBE in OPEX
• Submitting marketing materials or other materials into PromoMats as required
• Updating Circulo (materials distributor) based on new and expired materials and users
• Accountable for promotional SOP process being followed
• Work with Commercial Leads and Agencies to assist with the development and review of marketing materials
• Upload and approve materials in Veeva Engage
• Assist Commercial Leads and BU Head with coordination and execution of promotional activities (e.g. Rare Disease Day)
• Primary logistical, planning and agenda lead for National Sales Meetings or other departmental meetings, including team offsites, working in collaboration as needed with sales and marketing, IT, events-co-ordinators, vendors, hotels, travel, etc.
• Negotiates with venues and service providers to ensure all logistical needs are met
• Support development of content and follow-ups for National Sales Meetings
• Manages agenda, minutes, follow-ups and logistical for Rare Leadership Team meetings
• Work with external agencies to coordinate agency day meetings for various project plans e.g. brand planning
• Responsible for effectively managing meeting costs while meeting business objectives and adherence to Takeda policies and IMC Code
• Update email distribution lists and other administrative databases (e.g. SharePoint access)
• Assist hiring manager on onboarding new employee to Rare team for HR and IT equipment related set up
• Onboarding and training on Ariba, PromoMats, Circulo etc.
• Administrator for all Rare SharePoint and Microsoft Team Sites including ensuring content, access, permissions, files are approved, updated and ready for audits
• Support Rare BU Head and Rare Leadership on leading or driving governance, processes, and project management as needed
• Will perform duties in compliance with all applicable laws, industry codes, company policies and procedures.

Preferred Qualifications

• Minimum of 3 years experience in Pharmaceutical/Biotech industry supporting executives and large teams in head office and in the field
• Computer skill proficiency in MS Office
• High and accurate attention to detail in day-to-day activities especially finance
• Fluency in English, both in oral and written communication
• Bilingualism (English/French) is an asset
• Knowledge in digital productivity tools is an asset